How to track and follow up with missing people?

How to track and follow up with missing people in Churchteams?

A common metric we find is that pastors like to have the ability to flag when a person misses 4 weeks in a row.  In other words, when a person or better yet a family hasn't attended (or given) in 4 weeks, they want to know and then act on it. 

Here's how a Workflow can help you identify lost sheep based on attendance and giving and then ensure follow up happens.   

  1. Create a "M4W" group. You will use this group as your pool and dashboard to track personal follow-up (i.e. notes made by staff and volunteers).
  2. Create a "M4W" saved report.  This report will add people to the M4W group which in turn will launch the workflow.
    • Click Reports then Members then Add people to a group
    • Filter by Members / Fixed Attributes then go down to last activity date.
    • Select to run as a family and then your date range that includes just the day or possibly the Monday before up to Sunday 4 weeks ago.
    • Click "Add to Saved Reports", name and save the report for future use.  Under Date Range select X to Y weeks and make it 5 to 4 so that every time you pick the report it will pick the Monday to Sunday up to 4 weeks ago. Then Save. (You can tweak later if necessary.)
    • Run the report.
    • Add people to the M4W group.
  3. Create a "M4W" Workflow
    • Give it a name.  
    • In the description clearly state your goal and process.
    • Use the M4W group as your enrollment group.
    • Steps in the Workflow you might want to add include:
      • Add note to pastor or staff. They can respond or forward to someone else to respond.
      • Send a personalized email or text.

As you build this workflow, consider carefully automating future communication unless you set up a clear process for removing people from the workflow when they return. 

The majority of work is done by staff and volunteers making contact and using the Notes feature to track those interactions and then customizing follow up assignments.  The job of the workflow is to get the system going.

You will use the M4W group as your dashboard to track all follow-up activity, be sure to remove people from the group either when they return or when they have been sufficiently followed up (ex. 6 or 7 contacts over several months.  As a general rule the best groups for any kind of recruitment or follow up contain 50 or less people that are within a few months since their last involvement.